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  Appendix E
3Q Processing Manual For User Departments

How to Identify/Update/Change 3Q's on PAF Forms

As indicated above, a PAF will be generated for new appointments that you have flagged for 3Q processing. You can then update or change certain data for the 3Q appointment using that PAF. A new PAF will be generated reflecting those changes, and so forth.

Data contained in the following fields on the first PAF generated for new employees can be specific to 3Q appointments:

PAF Field Name Instruction
HAFCP

Only academic jobs accrue salary. Check that the HAFCP indicator (located at the top of each side of PAF) is either "A" or "F".
RES BEGIN (date),
and RES END (date)
In these fields (located in "Assignment Information"), you will find the first period of residence you entered on the MAF.
DISTRIBUTION INFORMATION For accruing appointments, one of the following earnings codes will appear: 912, AB9 or MH9. (NOTE: 912 is most commonly used; the latter two are appropriate only for special types of allowances.)


3Q processing will occur automatically once the individual is properly set up in the Payroll system. You must maintain the period of residence on a regular basis. For example, if the employee has multiple periods of residence during the academic year, you must write in the NEW RES BEGIN and NEW RES END dates, and submit the PAF prior to the end of the current period of residence.

When an individual should no longer be selected for 3Q processing, you should leave the period of residence blank and change the earnings code from its value of 912 to REG, AB9 to AAB, or MH9 to MHA. The table below summarizes the changes you can make to 3Q data on the PAF form.

PAF Field Name Instruction
NEW RES BEG (date),

and

NEW RES END (date)

This update field is located in the "Assignment Information" of the PAF. For 3Q processing this field is important to maintain: before the current period of residence expires, enter the new period of residence, and submit the PAF.

Note: Leave this field blank if the employee will have either a 4Q or term appointment.

DISTRIBUTION INFORMATION For accruing appointments, one of the following earnings codes will appear: 912, AB9 or MH9. If the individual should no longer be selected for 3Q processing in their current appointment, complete the distribution section and use earnings code REG, AAB or MHA.

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